OFFICE MANAGEMENT MANAUAL LSGD KERALA - James adhikaram REALUTIONZ - Your Property Problem Solvers 9447464502

Government of Kerala
Office Management Manual for Local
Government Institutions
(Draft for Private Circulation only)
(Prepared by KILA under KLGSDP)
Printed and Published by:
Kerala Institute of Local Administration
Mulamkunnathukavu P.O. Thrissur, Kerala, India – Pin: 680581
Phone: 0487-2207000, 2207001
Fax: 0487-2201062
E-mail: kilathrissur@gmail.com
Website: www.kila.ac.in
May 2017

1 Introduction 1-4
1.1. Background
1.2. Definitions
2 Office Procedures 5-17
2.1. File Procedure
2.2. Specific File Procedures related to service delivery
2.3. General File Procedures
2.3.1. Reception and Distribution of Tapals
2.3.2. Processing Stages
2.3.3. Current file
2.3.4. Note file
2.3.5. Referencing
2.3.6. Linking of Files
2.3.7. Flagging
2.3.8. Forms of Correspondence
2.3.9. General Principles of Correspondence
2.3.10.Dispatch
2.4. Movement of Files
2.4.1. Within the Office
2.4.2. Movement of Files of Engineering Wing
2.4.3. Transmission of Files to Judicial Forums
2.5. Completing the Action
2.6. Conduct of Suits
2.6.1. Filing Suits by Grama Panchayat
2.6.2. General Procedures for Filing of Suits
2.6.3. Defending Suits Filed Against the Grama Panchayat
2.6.4. Conduct of Suits-Follow up Action
2.7. Retention and Disposal of Closed Files
Contents

2.8. Destruction of Files
2.9. Inspection and Audit
3 Record Management 19-26
3.1. Record Room
3.2. Arrangements for Record Management
3.3. Record, Retention and Disposal Schedules
3.4. Documents with Administration Value
3.5. Records with Fiscal Value
3.6. Records with Legal Value
3.7. Records with Historical Value
3.8. Model Retention Schedule
4 Panchayat and its Committee Meeting 27-38
4.1 The Committees
4.2. Annual Meeting Schedule
4.3 Publishing the Annual Meeting Schedule
4.4. Referring Matters to the Standing Committees
and other Committees.
4.5 Meeting Management
4.6 Standing Committee Meetings
4.6.1 The Standing Committee for Finance
4.6.2 The Standing Committee for Development
4.6.3 The Standing Committee for Welfare
4.6.4 The Standing Committee for Health and Education
4.7 Steering Committee Meetings
4.8 Grama Panchayat Meetings
4.9 Monthly Staff Meeting
4.10 Meeting of Heads of Allied Institutions
5 Gramasabha 39-48
5.1 Grama Sabha
5.2 Grama Sabha Convenor
5.3 Grama Sabha Coordinator
5.4 Grama Sabha Section

5.5 Grama Sabha Organiser
5.6 Preparations for Grama Sabha-Main Office Process
5.7 Approval of Documents for Grama Sabha
5.8 Preparations for Grama Sabha -Publicity Measures
5.9 Grama Sabha Co-ordinators' Consultative Session
5.10 Conducting Grama Sabha
5.11 Flow of Activities of Grama Sabha
5.12 Receiving Back the Documents
5.13 Follow up Action on Decisions of Grama Sabha
5.14 Special Grama Sabhas/Oorukoottams
5.15 Grama Kendra
6 Duties and responsibilities 49-72
6.1 Public Service-Principles and Values
6.2 General Duties and Responsibilities
6.3 Delegation of Powers
6.4 Punctuality & Attendance
6.5 Post-wise Responsibilities
6.5.1. President
6.5.2. Vice President
6.5.3 Secretary, Grama Panchayat
6.5.4 Assistant Secretary
6.5.5 Junior Superintendent (JS)/ Head Clerk (HC)
6.5.6 Accountant
6.5.7 Sanitary Inspector
6.5.8 Section Clerks – Senior Clerks/ Clerks
6.5.9 Librarian
6.5.10. Driver
6.5.11. Office Attendant
6.5.12. Part time and Full time Sweepers
6.5.13 Duties of Clerks Entrusted with Collection of Taxes and
Fees

6.5.14 Duties of Clerks Entrusted with Field Enquiries
6.5.15 Duties of Cashier
6.5.16 Duties of Meeting Organiser (MO)
6.5.17 Office Seals
6.5.18 ID Cards
6.5.19 Declaration of Personal Cash
6.5.20 Movement Register/ Tour Programme
6.5.21 Cash Transactions
6.5.22 Treasury/Bank Duty
6.5.23 Casual Leave
6.5.24 Telephone Etiquette
6.5.25 Charge Handover
6.5.26 External Official Meetings
6.5.27 Monitoring Mechanism
7 Engineering Wing and Alliedd Intituions 73-74
7.1 The Engineering Wing shall:
7.2. Office facilities for Engineering Wing
7.3 . Office facilities for VEO/ICDS Supervisor
7.4 Delegation of Functions and Granting of
Leave -Allied Institutions
8 Total Quality Management 75-88
8.1. Principles of TQM
8.2. Functional Focus
8.3. Quality Circle (QC)
8.4. Citizen Charter
8.5. Panchayat Office
8.5.1. Spatial Planning for Office
8.5.2. Front Office (FO)
8.5.3 Facilities for the Staff at Front Office
8.5.4. Service Display Board
8.5.5. Main Office

8.5.6. Amenities for President, Secretary at Office
8.5.7. Grama Panchayat Meeting Hall
8.5.8. Panchayat Conference Hall
8.5.9. Store Room
8.5.10. Room for Sanitary Workers
8.5.11. Garage
8.5.12. Power Supply
8.5.13. Sustainable Clean Office
8.5.14. Performance Audit
8.6. Right to Service
8.7. Standing Order Book (SOB)
8.8 Training
8.8.1. Effectiveness of the System
9 Transperancy and Accountability 89-92
9.1 Inviting public opinion on certain agenda
items under consideration
9.2 Transparency in Decision Making
9.2.1 Meeting to be Held Open
9.2.2 Public Attendance and Conduct
9.2.3 Pre-publication of Criteria for the Sanctions
9.2.4 Ensuring Decisions are Fair and Appears to be Fair
9.2.5 Citizen Satisfaction
9.2.6. Record Verification Facility for Public
9.2.7. Complaint Redressal Forum
9.3.8 Panchayat Annual Administration Report (PAAR)
10 e-Governance 93-95
10.1 Transition to the electronic mode of working
10.2 Duties of Secretary in e-Governance
10.3 Miscellaneous
Annexures 99-207

List of Annexures
1.1 Birth Report
1.2 Death Report
1.3 Still Birth Report
1.4 Affidavit for Delay Registration for Birth /Death
1.5 Non Availability Certificate
1.6 Kerala State Hindu Marriage Rules
1.7 Memorandum of Registration of Marriage
1.8 Application for Building Permit
1.9 Intimation for Intention to Carry out Construction/Reconstruction /Addition/
Alteration.
1.10 Building Permit
1.11 Register of Application with KPBR
1.12 Ownership Certificate
1.13 Residential Certificate
1.14 Form of Residential Certificate for Inclusion of Name in the Voters List
1.15 Age Certificate
1.16 Application fo0r D&O Trade License
1.17 Format of Register of Licenses and Permissions
1.18 Format of Application to be made for Construction , Installation of Machinery
1.19 Format of Application for Registration of Private Hospitals & Private Paramedical
Institutions
1.20 Format of Application for Renewal of Registration of Private Hospitals &Private
Paramedical Institutions
1.21 Format of Application to Register Tutorial Institution in a Village Panchayat
1.22 Format of Application for the Renewal of a Tutorial Institution in a Village Panchayat
1.23 Application for Social Security Pension –Indira Gandhi National Old Age Pension
1.24 Application for Social Security Pension –National Destitute / Widow Pension
1.25 Application for Social Security Pension –National Pension Scheme forPhysically
and Mentally Challenged
1.26 Application for Social Security Pension –Pension for Unmarried Women Above 50
years
1.27 Specimen Certificate Issued by Village Officer
1.28 Format of Application for Agriculture Labour Pension
1.29 Application for Financial Assistance for the Marriage of Daughter of Widows with
Low Income
1.30 Scheme for employment Assistance 1998
1.31 Format of Register of Social Security Pensions and Financial Assistance for theyear
1.32 Format of Application to Establish a Livestock Farm

1.33 Format of Application for License to Run a Livestock Farm
1.34 Format of Application for License to Run a Livestock Farm
1.35 Format of Application for License to Keep Dogs and Pigs
1.36 Format of Application for License to Keep Dogs and Pigs
1.37 Format of License to Keep Dogs/Pigs
1.38 Format of Application Form for Registration in MGNREGS
2.1 List of Predefined Services
2.2. Format of Message Book
2.3 Format of Registration cum Distribution Register
2.4 Format of Personal Register
2.5 Format of Local Self Government Order Register
2.6 Format of Local Letter Delivery Book
2.7 Format of Dispatch-cum-Stamp Account Register
2.8 Format of File Transfer Register
2.9 Format of Suit Register
2.10 Format of Personal Work Diary
4.1 Format for obtaining Attendance of Participants in Meetings
4.2 Format of Agenda Register
4.3 Format of Performance Evaluation Report
5.1 Time Schedule and List of Agenda for GramaSabhas
5.2 Format of Grama Sabha File Transfer Register
5.3 Follow up Action on Grama Sabha Resolutions
5.4 Format of the Summary Report on Conduct of Grama sabha
6.1 Duty Register
6.2 Format of Late Attendance Register
6.3 Personal Cash Declaration Register(PCDR)
6.4 Register of Handing Over of Charge
6.5 Surprise Inspection of DDP/ADP
7.1 Casual Leave Register
8.1 Guidelines for the Constitution of Quality Circle in Grama Panchayats
8.2 Front Office Diary
8.3 Front Office Duty Register
8.4 Form Issue Register
8.5 Model Bye- Law
9.1 Panchayat's Annual Administration Report (PAAR)
10 Stock Register for Electronic Equipment

List of Boxes
2.1 Watch Register of JS/HC
4.1 Committees
4.4 Fundamental Parliamentary Principles
5.1 GramaSabha - Overall Responsibilities
8.1 Amenities for the Public at Front Office
8.2 Check List
8.3 Information Boards
8.5 5 'S' Framework
8.6 Guideline for 5 'S' Framework
List of Tables
4.1 Working Committees
8.1 Monthly Service Delivery Status Report
List of Chart
5.2 Flow of Activities of Grama Sabha

ACRONYMS
ADS - Area Development Society
AERO - Assistant Election Returning Officer
AFS - Annual Financial Statement
AMC - Annual Maintenance Contract
AN - Afternoon
ASPIO - Assistant State Public Information Officer
ATR - Action Taken Report
B&D - Birth & Death
CCTV - Closed Circuit Television
CDS - Community Development Society
CR - Confidential Report
CUG - Closed User Group
DCB - Demand Collection Balance
DCR - Decision Compliance Report
DD - Demand Draft
DO Letter - Demi Official Letter
D&O - Dangerous & Offensive
DMO - District Medical Officer
5'S' - Sort, Set in Order, Shine, Standardize, Sustain
FCGA - Functional Committee on General Administration
FN - Forenoon
FSC - Finance Standing Committee
FTR - File Transfer Register
GO - Government Order
GP - Grama Panchayat
HC - Head Clerk
HoI - Head of Institution
ID Card - Identity Card
IT - Income Tax
JS - Junior Superintendent
KPRA - Kerala Panchayat Raj Act
KSWAN - Kerala State Wide Area Network
LA - Legislative Assembly
LAN - Local Area Network
LCD - Liquid Crystal Display
LoA - Letter of Allotment
LSGI - Local Self Government Institutions
LSGO - Local Self Government Order
MARR - Monthly Administration Review Reports

MGNREGS - Mahatma Gandhi National Rural Employment Guarantee Scheme
MO - Meeting Organiser
MR - Movement Register
PAAR - Panchayat Annual Administration Report
PAU - Performance Audit Unit
PCDR - Personal Cash Declaration register
PFD - Proposal for Decision
POC - Pay Order Cheque
PR - Personal Register
RFR - Request for Remarks
QC - Quality Circle
RBIS - Relevant Background Information Statement
ROGS - Respective Officer Grama Sabha
ROPM - Respective Officer Panchayat Meeting
RTI - Right to Information
RTS - Right to Service
SC - Scheduled Caste
SOB - Standing Order Book
ST - Scheduled Tribe
TD - Tour Diary
TV - Television
TDS - Tax Deducted at Source
TQM - Total Quality Management
VPN - Virtual Private Network
VAT - Value Added Tax
WiFi - Wireless Fidelity

1.1. Background
The enactment of the Kerala Panchayat Raj Act, 1994 (herein after termed as
Act) witnessed a paradigm shift in the administrative system of the Grama Panchayat
Offices in the State. Unlike other Government offices, it is the headquarters of a
Local Government, where an Elected Representative is the Executive Authority.
The Panchayat, being a body corporate as per Section 5(1) of the Act, is entrusted
with the responsibility in administration relating to local governance. The expansion
of the Panchayat to self-governing institution with multifarious activities has
necessitated an Office Management Manual for the Grama Panchayat.
The ultimate objective of all Government machinery is to meet the citizens'
needs and to further their development and welfare, without undue delay. At the
same time, those who are accountable for fair conduct of duties and responsibilities
should ensure that public offices are managed with utmost care and prudence.
This Manual is intended to promote and institutionalise the principles of good
governance based on models emerged during the last two decades and also
incorporating the Total Quality Management (TQM) principles.
Formats prescribed under various statutes and Government Orders which are
commonly used in Grama Panchayat Offices are attached as Annexure 1.1 to
1.38.
Any registers in prescribed formats already in use in Grama Panchayats and for
which no change has been suggested in this Manual shall be continued to be in
use until otherwise changed by government.
1.2. Definitions
The terminologies used in the Manual shall have following definitions.
1
Introduction
Chapter
(1)

I. Act
Kerala Panchayat Raj Act, 1994 (Act 13 of 1994).
II. Allied Institutions
The institutions transferred by Govt. to Panchayats as per GO(p) No 189/
95/LGD dt. 18.9.1995 and hitherto known as transferred Institutions shall
be hereafter known as Allied Institutions.
III. Arising Reference
Any reference issued from the office which originates the file.
IV. Back File
The disposals containing decisions already taken, put up for reference to
processing fresh cases, are called back files.
V. Current
Communications received in the office which is distributed to the sections
with the dated seal and a number is called Current.
VI. Current Number
The number assigned to a current is called Current number.
VII. Current File
Current files are those on which action has not been completed. It consists
of communications received and references issued on the subject. It is
arranged chronologically from top to bottom, tagged and page numbered. A
blue fly leaf is tagged to it as covering sheet.
VIII. Demi-Official Correspondence
A correspondence is called Demi-Official (DO) when Government Officers
correspond with each other or with any member of the public on
administrative or official matters, without official formality and with a
personal touch, drawing personal attention to the matter under
correspondence.
IX. Drafting
Drafting is the preparation of any communication which is proposed to be
issued.
X. Enclosure
A communication or a statement or a plan, sketch or other document which
is attached to another communication to supplement or elucidate the point
is called an enclosure.
XI. File
A file consists of current file, note file and any previous papers and books
including e-files put up for appropriate decisions by the authorities
concerned.
(2)

XII. Flagging
Flagging is the process of attaching slips to the top of papers put up for
reference in a file, with alphabetical letters or numerals inscribed
XIII. Linking
When one case has relevance in relation to another case, both the cases
are submitted together and this process is called linking of files.
XIV. Local Self Government Order (LSGO)
Orders issued by the Secretary based on the decisions of the Panchayat/
executive orders of the President to allied Institutions for administrative
purpose are called Local Self Government Orders.
XV. Meeting Organiser
An official assigned with duties of organizing a meeting and who shall be
responsible for receiving and processing the data/information for the purpose
of that meeting.
XVI. Notes
Notes are statements of analysis of the subject and suggestions regarding
course of action, made by officials. It is prepared to facilitate the disposal of
a file. Past history of the file, precedents, if any, the proposals in the current
file etc. are to be mentioned in the note.
XVII. Note File
Note File is that part of a file with page numbers, which contains serially
numbered notes, written by all officials including President. The note so
entered shall be initialed, with date and name of the official making it,
after affixing his/her designation seal.
XVIII. Office Order
An order in writing issued by the Secretary with the approval of President
for transacting the functions of the Panchayat Office. Instructions for Internal
Administration, Distribution of works among subordinate officers and
Delegation of powers are carried out by Office Orders.
XIX. Official
Official means, appointed employees of the Grama Panchayat entrusted
with any duty related to the Panchayat or Government or statutory
commissions.
XX. Official Correspondence
A correspondence is called Official Correspondence, when one official
addresses or is addressed by another official or by any public body or private
individual in writing on any issues relating to the Grama Panchayat. Such
correspondence shall become a public record.
XXI. Panchayat Office
The office of the Grama Panchayat notified under Section 4 (1)(a) of the
Act.
(3)

XXII. Personal Register
It is the register maintained by clerks dealing with sections in office to
record the details and the movement of manual files and status of
communications received or sent and the nature of disposal.
XXIII. Quality Circle (QC)
QC is a voluntary group of officials in the Grama Panchayat to discuss and
find solutions to their work related problems and to ensure quality of office
functioning to the prescribed standard.
XXIV. Record Retention and Disposal schedule
A record retention and disposal schedule is a timetable that identifies the
minimum length of time a record must be retained before it is destroyed or
transferred to the archives.
XXV. Referencing
Referencing is the process of putting up in a file, previous correspondence,
laws, rules, reports etc. required for decision making, flagging them, and
indicating the fact in the margin of the note file.
XXVI. Running Note
It is a register maintained by clerks, for submission of their Personal
Registers for periodical inspection to Supervisory Officials. Inspection notes
and compliance reports are recorded on it.
XXVII. Section
The minor division of the office to deal with specific matters by a single
official/ a group of officials under the supervision of a senior official assigned
through an office order.
XXVIII.Tapal
All communications received in the office until registered in the front office
is known as Tapal. It includes official, demi-official and unofficial
communications, copies of electronic messages, petitions, applications,
complaints, paper cuttings, etc.
Exclusion clause
i. In case of computerised office management, the procedures and documents prescribed
in this Manual shall be suitably adapted to the computerized mode. In that case, hard
copies of the documents referred in this Manual shall be maintained, only if specifically
instructed. In other cases the format prescribed shall be invariably followed as e-
documents and the control mechanism suitably ensured there in.
ii. Every effort has been made to use definitions established through legislation, and
other guidelines on office management. Words and Expressions used but not defined
in the Manual but defined in Kerala Panchayat Raj Act 1994, and the Rules there
under shall have the same meaning assigned to them in that Act/Rules and
Amendments there on.
iii. The Manual is an evolving document and the Director of KILA and Director of Panchayats
will accept and incorporate valid suggestion and feedback.
(4)

2
Office Procedures
Chapter
The Grama Panchayats have to deal with several records which are to be properly
processed for taking decisions, implementation and for service delivery. The
procedure related to all these activities have been described here.
2.1. File Procedure
The file procedures of the Grama Panchayat can be broadly classified into
two:
i. Specific File Procedures related to service delivery, and
ii. General File Procedures.
2.2. Specific File Procedures related to service delivery
i. For the services, if any included in the citizens charter of the Grama Panchayat
/under the Right to Services Act mentioned in the Annexure 2.1, pre defined
routine procedures shall have to be followed by the Grama Panchayat.
ii. In such cases the Tapal/application shall be directly transferred from Front
Office to the concerned section, by the Front Office Assistant after preliminary
verification and registration at front office.
iii. Specific time limit shall be prescribed by Secretary by Office Orders/LSGO for
completion of process at each level including field enquiry to ensure service
delivery within the prescribed period.
iv. The services including payments shall be made through Front Office only.
Movement of public to the main office can be restricted by effective functioning
of front office. If any person makes enquiries related to any subject under
(5)

process in main office, the Front Office Assistant shall gather information
from the section through message book as given in Annexure 2.2 and it shall
be passed on to the person.
v. Quantum of applications usually received in office and availability of officials
to process the same at each stage shall be logically considered when such
time limits are prescribed.
vi. Special care shall be taken for delegation at appropriate tiers for processing
the application, if the designated official is absent over a period of time due to
exigencies.
vii. If delay occurs at any levels, the concerned officials at the concerned level
shall be held personally responsible for the delay, if any caused in final service
delivery.
viii. The processing of all applications in this category shall be closely watched by
sections dealing with the subject and the HC/JS shall ensure it by regular
monitoring.
ix. Issual of various certificates based on available records in office and requiring
no field enquiries may be automated. Such automated/computer generated
certificates shall be made available on line with the digital Signature of the
Secretary/designated authority.
x. Check list shall be prepared for all such applications prescribing the model
procedure by the Panchayat Director with the academics support of KILA and
with the approval of Government, it shall be published in the website of the
Panchayat and LSGD.
xi. Regular updation on such checklist shall be made by Panchayat Director with
the academic support of KILA.
2.3. General File Procedures
It will include all Tapals, other than applications for which specific file procedures
are prescribed (para 2.2 above), shall also be entered in the Registration cum
Distribution Register given in Annexure 2.3 and shall be processed, by following
the general file procedures prescribed
2.3.1. Reception and Distribution of Tapals
i. All tapals received by the Grama Panchayat shall be processed only after
registering them in the Registration cum Distribution Register (Annexur 2.3).
ii. If the communication is received through e- mail and the same need processing,
a print of it shall be taken and registered. An official shall be entrusted
specially to check e-mails and to take printouts.
iii. All Tapals received by the Grama Panchayat, other than those specified in
para 2.2, shall first be registered and then placed before the Secretary/the
President through the HC/JS, before distribution to concerned sections.
(6)

iv. The HC/JS/Secretary/President shall initial the Tapal with date on its margin.
If required brief notings shall be made on margin of the current so received.
Such notings shall be considered as instructions on record, and the compliance
of the same shall be ensured by the concerned sections by due file process.
v. The JS/HC shall ensure distribution and acknowledgement of the current to
the concerned section through Registration cum Distribution Register. He/
She shall record a certificate of having completed such distribution and
acknowledgement in the last part of Registration cum Distribution Register
for each date.
2.3.2. Processing Stages
i) Tapals received and entered in the Registration cum Distribution Register
shall be distributed to the official concerned, according to the division of
responsibility as per the Office Order.
ii) The official assigned with the responsibility of the concerned subject shall
then follow the process as given below.
iii) Currents with specific direction, if any, received shall be processed accordingly.
The Section Clerk/official who receives the currents shall enter the details
in his Personal Register, given in Annexure 2.4, immediately and any delay
or omission in this regard shall be considered as a serious offence, warranting
disciplinary action.
iv) Currents entered in the Personal Register shall be processed and submitted
to the Supervisory Officer by the Section Clerk/Official with note file in any
case within not exceeding 5 days of receipt of the current.
v) If there is a current file dealing with the subject of the current received,
action will be taken on that file after attaching the current to that file.
vi) If the current is on a new subject, a new file will be opened with the current
as the originating reference and its number as the file number.
vii) The Supervisory Officer shall scrutinize the file and submit it to the Secretary
with his specific remarks.
viii) Based on the orders of the Secretary, draft letter/order shall be prepared
along with the file and submitted again for approval.
ix) In all required cases the file shall be submitted to the President by the
Secretary with his advice and suggestions on future course of action. The
President shall record his/her opinion/orders in the note file so submitted.
x) Oral instructions/orders given by Elected Representatives, if any, shall be
confirmed in writing before implementing it. It shall be done by requesting the
Elected Representative to give his instruction in writing to the Secretary.
Such written instructions will be brought to the notice of the President. The
Secretary will give due regard to the written instruction so obtained. If the
instruction contravenes the statutory provisions, the fact will be brought to
the notice of the Elected Representative.
(7)

xi) In any file, whenever the course of action to be adopted is obvious or if it is for
providing further information, a draft may also be put up by the section along
with the note submitted for orders. The Secretary/President may pass the
draft, modify it, amplify it or ask for further information.
xii) On matters of urgent nature and time bound compliance report sought cases
(e.g. those related to Threat to Life and Property, Information on Illegal
Activities, Communications from Judicial Forums, Legislative Assembly
Interpellations, Directions from Election Commission and Government, etc)
action shall be taken immediately, after registering it, giving due regard to
the gravity of the subject matter.
2.3.3. Current file
i. The papers of the current file shall be arranged in chronological order in
which they are registered in the Personal Register and page numbers shall
be given. Both sides of the papers in files shall be numbered even if it is
blank.
ii. Currents relating to pending case are to be attached with the current file and
action taken. The Current file may be given a blue fly leaf at the beginning.
2.3.4. Note file
i. Notes are to be written in separate paper by leaving 1/3rd
margin. A yellow fly
leaf shall be tagged at the top of the Note file. On the head of the first page of
the note file the current file number, the subject as entered in column 4 of
the Personal Register, the reference of the communication on which the file
originates are to be given in red ink. Notes can be either hand written in
blue/black ink or printed.
ii. The aim of a note is to present the facts in the most intelligible, condensed
and convenient form and to highlight the relevant points, so as to help the
decision taking authority to take a quick and correct decision.
iii. Files connected with the subject under consideration, references, back files
and statutory provisions, shall be quoted in notes. The relevant sections/
rules of concerned Act/Rules or Govt. directions shall be referred to in the
note.
iv. There is no necessity to reproduce the matter contained in the current file.
It should, of course, supply deficiencies or omissions and correct any error or
explain any ambiguity in the current file, and draw attention to points on
which further information may be necessary before orders can be passed.
v. If a report is complete, accurate and clear, a short note summarizing the
salient points on which orders should be passed will be sufficient. The section
should ensure that the notings are in conformity with the relevant statutes
in force.
vi. It is not necessary to set forth afresh any summary of facts or discussions of
principles which already exist in an adequate form in the concerned file. It
(8)

will be sufficient to draw attention to the relevant part of the file and then
add such fresh matter as may be required without overlooking any new points.
vii. The note connected with the subject shall run continuously from the inception
till conclusion of the file. Each paragraph of the note is to be serially numbered.
No note should end at the end of a page.
viii. For every statement made in the note, except expressions of opinion, an
authority must be cited. If such an authority is to be found in the current file,
the page number and if found in note file, the relevant paragraph number
shall be referred. Separate page numbers shall be given to Note File.
ix. The notings shall be authenticated by putting dated initials and by affixing
seal containing name and designation of the Official/Elected authority.
2.3.5. Referencing
i. After entering a current in the Personal Register, the Section Clerk shall
study it in detail and see whether any previous papers are required to process
it. The previous correspondence or relevant papers bearing material relevance
on any points in the file under consideration shall also be referred and
considered.
iii. All references shall be made in the body of the Note. At the end of each
sentence, within brackets the number or letter borne by the flag attached to
it shall be noted.
2.3.6. Linking of Files
i. While processing a file, if it becomes necessary to refer a matter contained in
another file, which has not been closed, the two files will be linked. The file
so linked for reference will be placed below the file under consideration without
the two files getting mixed together.
ii. Files are to be linked only if it is absolutely necessary to process the subject.
If a linked file is referred in a case, the current number of that file shall
invariably be referred so that it could be easily identified when it is detached
or closed. When the principal file and the linked file bear on the same subject
and a single conclusion could be possible on both the files, they should be
combined and dealt with as a single file by clubbing them together. It can be
done after making necessary alterations to references, page numbers, etc.
and by making necessary entries in the Personal Register.
2.3.7. Flagging
i) Every file/document attached for reference shall be flagged
ii) No flag shall be attached to the Current or Note Files themselves.
iii) When reference to a paragraph in note file or communication in current file is
to be made, the same shall be done by quoting the concerned paragraph
number/page number.
iv) Reference to the flag/paragraph number/communication shall be made in
the note file.
(9)

v) Maps and statements shall be flagged.
vi) Flags shall be arranged in alphabetical order from top to bottom, in such a way
as readily to catch the eye, without one flag covering the other.
2.3.8 Forms of Correspondence
As part of file process the following forms of correspondence shall be made.
2.3.8.1. Letter
All official correspondence whether to non-officials or subordinates or higher
authorities shall be made in the form of letter. Letter form shall be used in
the cases for correspondence with Government, the PSC, an Officer not in
the administrative control of the Government of Kerala, the Vice Chancellor
or Registrar of the University, MLA, MP, The President or Chairman or Secretary
of any Local Self Governing Institution or Co-operative Society, a Non
Government Organisation or society of distinction.
2.3.8.2 Proceedings
When the Head of the Institution takes an important decision or records his
decision in exercise of a statutory power, such order is communicated in the
form of proceedings.
2.3.8.3 Memorandum
It is used only for internal use of office such as to communicate and call for
information between the sections of the same office. Charge memo and show
case notice are issued in the Memorandum Form.
2.3.8.4 Endorsement
When a paper or its copy is to be sent to a subordinate office for information or
remarks or disposal, it is sent in the form of an Endorsement.
2.3.8.5 Demi-Official Letter (DO Letter)
When an officer personally correspond with another officer or non official
without the formalities of official procedure with the intention of interchange
of opinion or information or with a view to get the personal attention of the
officer concerned, DO letter form is used. In this form the salutation shall be
by name /Sir depending on status of the addressed authority and shall be
sent in the name cover of the addressed official. The subscription shall be
“with regards, yours sincerely”.
2.3.8.6 Circular
Important instructions of a standing nature to be uniformly followed by various
authorities/subordinates are communicated in the form of a circular.
2.3.8.7 UO Note
It is used to get advice views, concurrence, or comments of Allied Institutions
or other sections in office if so required in a file.
(10)

2.3.8.8 Office Order
Orders delegating duties and responsibilities to subordinates in office are
issued in the form of Office Orders.
2.3.8.9 Local Self Government Order (LSGO)
i. Orders issued by the Grama Panchayat based on the decisions of the Grama
Panchayat/executive orders of the President shall be in Local Self Govt. Order
form and it shall have the abbreviation LSGO number and it shall bear the
name of the Grama Panchayat and date.
ii. The concerned Grama Panchayat Resolution No /Note issued by the President
shall be quoted in the reference portion of the LSGO and it shall be signed by
the Secretary.
iii. It shall be issued to Allied Institutions and officers under the control of the
Panchayat. Administrative decisions taken by the Grama Panchayat shall be
issued in the form of LSGOs.
iv. It shall be issued in consecutive serial numbers for a calendar year and a
register in the format given as Annexure 2.5 shall be maintained by the
Secretary for allotting numbers to the LSGOs for each year.
v. All LSGOs issued in a calendar year shall be kept as a bound volume in office.
2.3.9 General Principles of Correspondence
1. The correspondence in all forms shall have the number of the file from which
it is originated or a serial number and shall bear the date in which it is
approved by the issuing authority.
2. The contents in any communication must be complete, condensed and without
too much enclosures.
3. Repetition and unnecessary details shall be avoided and as far as possible one
topic will be included in one communication.
4. The Head of office shall sign fair copies of letters addressed to higher
authorities. In other cases it shall be signed, by the officer to whom this
power is delegated.
5. The communication shall bear the name and designation of the official who
approved it and also the name and designation of the official signing the fair
copy.
6. All communication shall be issued in the name of Head of the office.
7. All proceedings shall be signed by the Head of Office. If the Head of Office
does not sign the letter, the word 'for' should be entered before the designation
and authorized person should sign it with his/her name and designation.
8. Communication to the High Court shall be addressed to the Registrar and
letters to PSC shall be addressed to the Secretary.
(11)

9. The prefix Sri, Smt, Kumari will be used as form of address, before the name
of the addressee.
10. The salutation of letters shall be 'Sir' or 'Madam' and the subscription shall be
'Yours faithfully'.
11. Amount, if any, specified in the communication shall be written in figures
and words.
2.3.10 Dispatch
1. After taking the fair copy of the correspondence, it shall be carefully compared
with the draft by the Section Clerk and it shall be submitted for authentication
with the initials of the Section Clerk below the left hand side of the designation
part of authentication. When fair copies of DO letters are compared the fact
shall be noted in draft with initials of the Clerk.
2. The dispatch shall be made by e-mail/local delivery/post/FAX.
3. When communication is sent by e-mail as an attachment, a protection clause
quoting the relevant parts of IT Act 2000 shall be incorporated. The subject
part of the communication shall be briefly noted in mail. The date and time of
sending mail shall be noted in the draft copy.
4. Communications addressed to offices in local areas shall be delivered through
local Letter Delivery Book as given in Annexure 2.6
5. Communications send by post shall be entered in the Dispatch cum Stamp
Account Register as given in Annexure 2.7
2.4. Movement of Files
The procedure for file movement within the office, between Allied Institutions,
and other offices shall be as given below.
2.4.1. Within the Office
i. The JS/HC shall maintain a File Transfer Register (FTR) to record and to
effectively watch the transfer of files between sections in office and Allied
Institutions (Annexure 2.8 for specimen of FTR).
ii. The JS/HC shall prepare a monthly statement of such files transferred and
are pending return.
iii. Whenever files are transferred from one section to another section or Officer
(for obtaining remarks for further action, for field enquiry or for completion of
action), it shall be through FTR.
iv. The monthly statement of such file movement will be included in the monthly
Performance Evaluation Report of staff prepared by HC/JS for presentation in
staff meeting. All files of the Allied Institutions of Grama Panchayat shall be
maintained by the concerned officials of such Institutions.
v. When decisions of the Grama Panchayat are required, on any subject, handled
by such Allied institutions the concerned file shall be submitted to the Grama
Panchayat through the Secretary.
(12)

vi. The file shall be sent with notings and its movement shall be watched through
FTR kept by HC/JS.
vii. The proposal for Grama Panchayat Resolution shall be submitted by the
concerned head of Allied Institution along with, written draft agenda notes
and advice for taking decision.
viii. The Secretary in consultation with the President shall make arrangements
for inclusion of the proposal in the Grama Panchayat meeting as an Agenda
item.
ix. The Secretary will record his/her opinion on such proposals in the agenda
note, if he/she feels so. The President may require the concerned officer who
submitted the proposal for decision to be present in the Grama Panchayat
meeting where the agenda is taken for discussion to clarify any point that
may arise.
x. After the decision is taken, the file shall be returned to the concerned officer
with a copy of Grama Panchayat Resolution. Notings regarding Grama Panchayat
Resolution No, date and FTR Sl. No. shall be entered in the note file by the
Secretary.
xi. Under no circumstances a separate file shall be originated in the Grama
Panchayat to process the proposal for decisions received from the Allied
Institutions of the Grama Panchayat.
xii. Transfer of tapals/files/ for field enquiry, etc. to and from the Allied
Institutions to the Grama Panchayat shall be through the FTR.
xiii. Communications/transferring of files with the Implementing Officers and
Officers whose services are not transferred to the Grama Panchayat shall be
made through letters.
2.4.2. Movement of files of Engineering Wing
Flow of files of the Engineering Wing of Grama Panchayat shall be as follows:
i) Files relating to Public Works shall be originated and processed in the
Engineering Wing of the Grama Panchayat.
ii) If decision of the Grama Panchayat is required, the file shall be sent to the
Secretary through the FTR. It shall be returned to the Engineering Wing with
a copy of the resolution of the Grama Panchayat.
iii) After completion of the work, the work file with Measurement Book and all
connected records shall be kept in the Engineering Wing.
iv) The onus of producing the files for audit and inspection solely lies with the
concerned officer in the Engineering Wing.
v) Files/Tapals relating to Building Permits etc. given to Engineering Wing for
enquiry/report shall be through FTR.
(13)

2.4.3. Transmission of Files to Judicial forums
i. The Secretary shall hand over the attested copies of records/files to the
entrusted counsel, for conducting cases on behalf of the Grama Panchayat.
ii. Whenever files or records in original are sought by the following authorities,
photostat copies of such files/records shall be taken and kept in office duly
attested by the Secretary, before handing over original files/records to:
a. Any Court of Law,
b. Ombudsman and Tribunal for LSGIs,
c. Advocates handling Grama Panchayat's cases, or
d. Vigilance Department authorities etc.
iii. Acknowledgement for the files so transferred shall be obtained and filed with
the photostat copy of the file/record.
iv. The Secretary shall ensure receiving back of such original documents after
reference, from concerned forums, by regular follow up.
2.5. Completing the action
The action on a file shall be completed, when the subject dealt with it is processed
resulting a decision/service delivery, after fulfilling all formalities. Such decisions
shall be communicated to all concerned for execution/compliance before closing
the file. When action on a file is complete and no further steps are called for in it,
the file shall be closed and stored in the record room in accordance with the
Record, Retention and Disposal schedule as given in Chapter 3.
2.6. Conduct of suits
2.6.1. Filing suits by Grama Panchayat
Grama Panchayats may be required to seek legal opinions and/or file suits/
appeals before any judicial or quasi-judicial forum to protect the interest of the
Grama Panchayat. The Secretary shall propose a panel of lawyers to the Grama
Panchayat for consultation/engagement. A lawyer shall be consulted/engaged as
per the decision of the Grama Panchayat, as its standing counsel.
The general procedures for filing of suits are given below and if any special
procedure needs to be followed for any particular forum, the same should be duly
adopted.
2.6.2 General Procedures for Filing of suits
The Secretary shall
a. Prepare Statement of Facts with respect to the matter for which the suit has
to be filed. It shall include
• name and address of the parties against whom suit is to be filed,
• facts of the suit,
• cause of action,
(14)

• right of the Grama Panchayat in the matter,
• duties of the Grama Panchayat in the matter,
• infringement done by the opposite party and
• the relief sought for from the opposite party/parties.
b. Keep a copy of the Petition/Complaint/Plaint etc. with the records.
c. Hand over copies of the documents supporting the suit
d. Maintain suit register as given in Annexure 2.9 with required details.
2.6.3. Defending suits filed against the Grama Panchayat
a. If any suits are filed against the Grama Panchayat, on receipt of notice from
the Judicial forum concerned, the Secretary shall take steps to engage Counsel
with the approval of the Grama Panchayat to defend the case and give
vakalatnama to the Counsel for contesting the case. Along with the vakalatnama,
para wise comments with respect to the Petition/Complaint/Plaint etc. shall
also be given to the Counsel.
b. Copies of documents supporting the defence of the Grama Panchayat shall
also be given.
c. The Secretary shall make all efforts to brief the standing counsel about the
facts of the case.
2.6.4. Conduct of suits-follow up action
a. The Secretary shall verify and confirm the posting date of the suit.
b. Before each posting date, the Secretary shall contact the Counsel and assist
her/him in the conduct of the suit.
c. On the disposal of the suit, the Secretary shall take steps to obtain a certified
copy of the Judgment/Decree and preserve the same along with the suit file.
d. If the suit goes against the Grama Panchayat, the Secretary shall consult the
counsel and seek opinion regarding appeals and shall be diligently acted upon,
after due reference to the Grama Panchayat, to safeguard the interests of the
Grama Panchayat.
2.7. Retention and Disposal of closed files
(i) Through Office Order, the Secretary shall entrust an officer as record keeper
for upkeeping of the record room.
(ii) As per the orders of the Secretary, the files shall be closed and they shall be
handed over to the Record Keeper by the concerned Section Clerk.
(iii) The Record Keeper shall enter the receipt of files/records in the Record
Register.
(iv) Depending on the nature of the records, some are to be retained permanently
while some others are to be maintained for different periods as given in Record,
Retention and Disposal Schedule as given in Chapter 3.
(15)

2.8. Destruction of Files
i. On expiry of the period prescribed for its preservation, closed files shall be
destroyed.
ii. A list of records under each category to be destroyed shall be prepared and
put up for the approval of the Secretary. The Secretary, with the approval of
the President shall take steps for destruction.
iii. Any disposal, which is relevant for further reference or bearing connection to
a pending file and the maintenance of the same is helpful for further course
of action on such pending files, shall not be destroyed, The Secretary shall
order for maintenance of such disposals for required periods by ordering a
change in the nature of disposal and making necessary entries to this effect
in concerned registers.
iv. Closed files shall be kept in record room based on nature of disposals ie.
Disposals like LDs, KDs etc shall be arranged separately on the basis of
chronological order of date of disposal so as to trace out easily for further
reference and for selection for destruction on completion of prescribed period
of retention.
v. After destroying the files, a certificate shall be entered in the list to the
effect that all closed files, listed category wise, have been destroyed. This list
along with the certificate shall be kept permanently in the record room.
Certification shall also be made in Disposal Register.
2.9. Inspection and Audit
I. All Section Clerks shall
a. maintain Personal Registers, work diaries and running notes.
i. Purpose of Personal Register is to watch timely action on currents
and files handled by the Section Clerks.
ii. Work diary shall be maintained by all officials including Secretary.
It will be used to record all the official works attended by officials
on daily basis. It will include attending files, Field duties, attending
meetings/training programmes, Official tours, Reminders, Duty, if
any, attended at extra office hours or holidays, leave availed etc. It
will be maintained in the format as given in Annexure 2.10. The
left hand side of the register will be in the form of the format and
right hand side will be provided for making notes.
iii. Running notes shall be maintained by Section Clerks to submit
Personal Register and work diary for inspection.
iv. Personal registers and work diaries shall be inspected by the
Secretary monthly and by HC/JS fortnightly on the due dates,
prescribed by office orders.
(16)

b. A certificate to the effect that all Currents received since last inspection
have been entered in Personal Registers, shall be made by the Clerk in
the Personal Register when it is put up for inspection.
c. The Inspecting Officer shall note down her/his remarks and directions
on the running note. He shall also initial the Personal Register.
d. The Clerk shall take follow up action on directions and submit compliance
report, in running note within three days of inspection to the concerned
Officer.
e. Finance Standing Committee shall conduct internal audit of accounts
and vouchers in every month.
(17)

3.1 Record Room
i. For the safe custody of Documents and Records and its hassle-free retrieval
for reference, a fully furnished record room shall be arranged in all Grama
Panchayat Offices with facilities for keeping both manual and digital records.
ii. A portion of record room shall be set apart for keeping stock files of important
orders and Circulars and other important records pertaining to the
gramaPanchayat and that shall be neatly arranged subject-wise.
3.2 Arrangements for Record Management
The Secretary shall entrust an employee not below the rank of a clerk as record
keeper .
The record keeper shall ensure that,
i. All closed files and outdated records are timely transferred to record room
with proper acknowledgements in the Personal Registers of concerned Section
Clerks
ii. Classification of the documents and proper storage of the same in record room
is arranged.
iii. Record room is maintained neatly and systematically.
iv. Vacuum cleaner is used to remove dust periodically.
v. Adequate pest control measures are taken for safety of the records.
3
Record Management
Chapter
(19)

vi. Suggestions for providing facilities in record room in tune with changes in
record management is made
vii. Steps are taken for digitalisation of records with the guidance of Nodal Officer
for computerisation
viii. Taking out of any records for reference and its timely return are watched by
proper recordings and acknowledgements through requisition slips duly
authenticated by the HC/JS.
ix. Time barred records are destroyed periodically after fulfilling the prescribed
formalities.
ix. Efforts shall be made for digitalization of manual records, and making them
available in website .
3.3 Record, Retention and Disposal Schedules
There are two types of record retention schedules that apply to the Grama
Panchayat's records. The first is a 'general schedule' which includes guidelines for
record series maintained by most of the Grama Panchayats in general.
Examples of records described in the general schedule are employee personal
records, audit reports, budget preparation records, records related to service delivery
etc.
The second type of schedule is an 'office specific schedule' which contains retention
and disposal requirements for record series that are unique to the Grama Panchayat.
'Office specific schedules’ deal with records not listed in the 'general schedule'.
Records should only be destroyed systematically and under an approved records
retention program. Grama Panchayat should avoid selective destruction and selective
retention.
As far as possible the element of subjectivity and discretion must be reduced
while retaining or destroying records. When determining minimum retention periods
and final disposition requirements, the value of records can be classified into four
categories:
• Administrative value
• Fiscal value
• Legal value
• Historical value
3.4 Documents with Administrative value
It relates to how long the Grama Panchayat needs to retain a record series to
meet its own working needs. Administrative value pertains to the need for records
in performing current work as well as in performing future work. Records with
administrative value can be policy records that document how a Grama Panchayat
functions and how it is organized. Policy records normally have long term or
permanent value and they include:
(20)

(21)
• Minutes books of Grama Panchayat and its Standing Committees
• Minutes books of Grama Sabha
• Byelaws, Notifications of Grama Panchayat
• Plan Document, Development Report
• Grama Panchayat's Annual Administration Report (PAAR)
• Citizens charter
• Legal opinions
• Ownership records, title deeds.
Most records with administrative value are not policy records. The majority are
operational records that document the implementation of a Grama Panchayat's
policies. In most cases the primary administrative value of records will be exhausted
when the transactions to which they relate are completed. As a general rule file
activity can be used to guide retention requirements for operational records. When
office staff no longer need to refer to a particular record series, the administrative
value diminishes and the records are probably ready for final disposal.
3.5 Records with Fiscal Value
Records with fiscal value document a Grama Panchayat's financial transactions.
Budgets, payrolls, Annual Financial Statements, vouchers, cash book etc. are
examples of records that have fiscal value. Retention periods for records with fiscal
value are most often determined by audit requirements.
3.6 Records with Legal Value
Records with legal value can take two forms. Some records have intrinsic legal
value because they contain evidence of legally enforceable rights or obligations of
the Grama Panchayat. The other form is statutes and regulations among records
having intrinsic legal value are:
• Documents showing the basis for action (legal decision, opinions)
• Legal agreements (contracts, titles, leases)
• Records of actions taken in particular cases (claims, etc).
Records with intrinsic legal value particularly those that document the legal
rights of citizens, often have enduring value and should be considered for transfer
to the State Archives. Legal value can also take the form of statutes and regulations
that set legal retention periods for some records. Records retention can be inferred,
however, by the need to provide evidence of a particular action. It is imperative to
consider the legal retention requirements of records. It makes retention scheduling
easier and more effective.

3.7 Records with Historical Value
Records with historical value should also be considered before determining the
final disposition of a record series. Even though records might have lost their legal,
fiscal or administrative value it might be possible that they still have historical
value and for this reason should be retained. Records that contain authentic
evidence of the Grama Panchayat's organisation, function, policies, decisions,
procedures, operations, or other activities have some historical value. These records
usually show Grama Panchayat's history, its administrative development and its
present oganisational structure. The records that are identified as historical records
and which are not used in the Grama Panchayat's daily operations should be
transferred to the Grama Panchayt's archives.
A model retention schedule is given below. This is not an exhaustive list. The
Grama Panchayat shall prepare a list by surveying the records available with the
Grama Panchayat and shall finalise their own retention schedule.
N Dis Net Disposal The current is dispatched in original to another
office with an endorsement.
L Dis Lodge Disposal Closed file is to be preserved for 1 year
K Dis Keep disposal Closed file is to be preserved for 3 years
H Dis Hexa disposal Closed file is to be preserved for 6 years
D Dis Destroy Disposal Closed file is to be preserved for 10 years
T Dis Twenty year Disposal Closed file is to be preserved for 20 years
R Dis Retain Disposal Closed file is to be preserved permanently
3.8 Model Retention schedule
Category of Disposals
Abbrevation Full Form Period of Preservation
Name of Files
Disposal
Category
Preservation
Period
I Civil Registration
1 Reporting forms for Birth/Death/Still Birth/Marriage Registration R Permanent
2 Applications for Birth/Death/Still Birth/Marriage Certificates L 1 Year
3 Applications for name inclusion H 6 Years
4 Applications for correction in Registers D 10 Year
5 All other applications related Civil Registration K 3 Years
(22)

Social Security Pensions / Unemployment Allowance
1 Applications for various SS Pensions / Unemployment Allowance H 6 Years
2 All other applications related SS Pensions / Unemployment
Allowance K 3 Year
Building Permit / Building Numbering / Property Tax
1 Application for NOC /Permit for construction/Land Development D 10 Years
2 All other permits (Digging of well, construction of compound,
fencing etc.) H 6 Years
3 Application for permit for Telecommunication Tower R Permanent
4 Application for transfer of permit H 6 Years
5 Application for alloting door number H 6 Years
6 Application for change of ownership H 6 Years
7 Application for vacancy remission K 3 Years
8 Application for exemption of Property Tax K 3 Year
9 Application for cancellation of building number D 10 Years
10 Appeal on property tax assessed by the Secretary H 6 Years
11 Application for Ownership/Residential/BPL Certificate L 1 Year
D&O Trade License
1 Application for D&O Trade Lincense H 6 Years
2 Application for license to quarries T 20 Years
3 Application for license to private/public markets/burial shed T 20 Years
4 Application for license to start slaughter house T 20 Years
5 Application for license to private bus stand T 20 Years
6 Application for license to start Live Stock Farm T 20 Years
7 Application for license under PPR Act D 10 Years
8 Application for license to start cinema theater R Permanent
9 Renewal of all licenses K 3 Years
10 Application for Registration of tutorials D 10 Years
11 Application for Registration of private hospitals &
paramedical institutions T 20 Years
12 Application for license to dogs & pigs K 3 Years
Others
1 Complaints from public K 3 Years
2 Public Work File (Full File) T 20 Years
3 Vouchers T 20 Years
4 Cash Counterfoil/Manual receipt book T 20 Years
(23)

5 Files related to Delimitation R Permanent
6 Files related to Election D 10 years
Registers
1. Agenda Register D 10 Years
2. Agreement Register T 20 Years
3. Application Register for Labor card H 6 Years
4. Application Register for Social Security Pensions T 20 Years
5. Application Register for unemployment wages T 20 Years
6. Aquittance Register R Permanent
7. Arrear Demand Register D 10 Years
8. Assessment Register R Permanent
9. Asset Register R Permanent
10. Attendance Register (Panchayat Members) D 10 Years
11. Attendance Register (Panchayat Staff) R Permanent
12. Attendance registers for standing committee meeting D 10 Years
13. Attendance registers for working committees H 6 Years
14. Auction Register T 20 Years
15. Audit Recovery Register R Permanent
16. Bank book D 10 Years
17. Birth/Death/Still Birth/Marriage Registers R Permanent
18. Building Demolished Register R Permanent
19. Cash Book R Permanent
20. Casual Leave Register H 6 Years
21. Certificate Issue Register H 6 Years
22. Charge Handover Register R Permanent
23. Complaint Register H 6 Years
24. Decision Register R Permanent
25. Demand Register D 10 Years
26. Disciplinary Action Register R Permanent
27. Distribution Register T 2o Years
28. Front Office Diary H 6 Years
29. Grama Gabha Minutes H 6 Years
30. Increment Register T 20 Years
31. Incumbency Register R Permanent
32. Indemnity Bond/NLC/LC Register R Permanent
33. Inspection Register T 20 Years
(24)

34. Application Register for Job under MGNREGS D 10 Years
35. Job card register under MGNREGS D 10 Years
36. Loan register R Permanent
37. Local Deliver Book D 10 Years
38. M book stock Register T 20 Years
39. Measurement Book T 20 Years
40. Meeting Notice Books D 10 Years
41. Minutes Book of Panchayat R Permanent
42. Minutes Book of Standing Committee R Permanent
43. Minutes Book of Steering Committee D 10 years
44. Minutes Book of Staff Meeeting T 20 years
45. Minutes Book of Meeting of Heads of Allied Institutions T 20 years
46. Movement Register D 10 Years
47. Muster roll Register-MGNREGS D 10 Years
48. Office Order Book R Permanent
49. Building Permit Application / NOC Application Register R Permanent
50. Personal register T 20 Years
51. Procurement committee minutes book T 20 Years
52. Project Register D 10 Years
53. Prosecution Register R Permanent
54. Recovery Register T 20 Years
55. Register of D&O Licence T 20 Years
56. Register of Royalty collected & Permitted T 20 Years
57. Register to street light R Permanent
58. Registers of certificate and stamping by Veterinary Surgeon H 6 Years
59. Registers related to Election R Permanent
60. River Management Fund Remittance Register T 20 Years
61. RTI Register T 20 Years
62. Sand pass application register D 10 Years
63. Sand pass issues register T 20 Years
64. Security Register T 20 Years
65. Service Register R Permanent
66. Social Audit committee minutes book D 10 Years
67. Stake Holder meeting minutes book D 10 Years
68. Despatch cum Stamp Account Register T 20 Years
69. Stock Registers R Permanent
(25)

70. Telephone Message Register K 3 Years
71. Tender Register T 20 Years
72. Traders List H 6 Years
73. UA Building Assessment Register R Permanent
74. Vacancy Remission Register D 10 Years
75. Work Register T 20 Years
76. Working group minutes book D 10 Years
77. Write Off Register D 10 Years
(26)

4.1 The Committees
i. The following committees are envisaged in the Act to help the Grama Panchayat
in decision making and in effective discharge of its functions.
ii. (Box 4.1)
Name of Committee Section of KPRA
Standing committees Sec. 162
Steering committee Sec. 162B
Functional Committees Sec. 163
Management Committees Sec. 164 and 173A
Sub Committees Sec. 164 & 3A(6)
Ward Committees Sec. 164(2)
Jagratha Samithi Sec. 164A
iii. The structure and the procedure for conducting the meetings of the committees
are stipulated in the Act and relevant Rules.
iv. In order to further broaden the scope of people's participation in local governance
other forums such as Ayal Sabhas and Ward Vikasana Samithis are also
functional within the Grama Panchayat.
4
Panchayat and its
Committee Meetings
Chapter
(27)

4.2. Annual Meeting Schedule
To ensure forward and backward linkages between these committees so as to
ensure effective decision making by the Grama Panchayat the following
arrangements shall be made:
a) Appointing Meeting Organizers: The Grama Panchayat shall designate a suitable
official as the Meeting Organizer for each such committee to assist the
Chairpersons, in the conduct of the meetings.
b) Such Meeting Organizers shall be selected from among the staff of Grama
Panchayat Office or Allied Institutions of the Grama Panchayat and shall be
assigned specific duties.
c) Such Meeting Organisers, shall have adequate independent responsibility for
correspondence with the approval of the Chairperson of the concerned committee
and maintenance of records relating to the functioning of such committees.
Assistant Secretary/a senior Official of the Grama Panchayat Office shall be the
Meeting Organiser for Grama Panchayat Meeting, and shall perform such duties as
entrusted by the Secretary.
4.3 Publishing the Annual Meeting Schedule:
1. The Grama Panchayat shall prepare and publish annual calendar of meetings
of the committees by 15th
December for the ensuing calendar year. When such
a calendar is prepared the required minimum number of meeting as per the
provisions of the Act and Rules in a month/year shall be ensured.
2. The calendar shall also include dates of monthly staff meetings, monthly
meetings of Heads of Allied Institutions and Grama Sabas.
3. The Calendar shall be published in website and copy of it shall be communicated
to all Heads of Allied Institutions and District Performance Audit Officer and
Deputy Director of Panchayats.
4. It shall be ensured that all standing committee meetings, staff meeting and
meeting of Implementing Officers are held before 10th
of every month.
4.4. Referring matters to the Standing Committees and other committees.
a. The representations and petitions from public received by the grama Panchayat
and all such other files, motions for resolutions and interpellations by the
members, proposals for decision etc ordered to be included in the Agenda by
the President/Secretary/Ex-officio Secretaries/Heads of Allied Institutions/
Implementing Officers as the case may be shall be included in the agenda of
the next ordinary meeting of the Grama Panchayat.
b. Any subject matter that is being dealt by a Standing Committee, as per section
162 A of the Act shall be normally referred to the Standing Committee, before
placing it in the Grama Panchayat meeting.
c. All such references shall be made by sending the concerned file to the
Chairperson of the Standing Committee through the Meeting Organizer for
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the committee, after obtaining orders of President in it , on the recommendation
of the Secretary.
d. On no account a Standing Committee Chairperson shall reject an agenda item
proposed to be placed before the standing committee, by the President.
Agenda Notes- On receipt of an agenda item, the Meeting Organiser needs to
locate all sources that give basic background information about the subject.
The Secretary and Assistant Secretary shall give proper guidance to the
Meeting Organisers' in this regard. Based on such information, draft Agenda
Note shall be prepared
The Agenda Note for decision shall:
• Frame the issue for the meeting's consideration,
• Provide reference information for deliberations on the subject.
• Provide advice to take decision.
e. The Standing Committee, shall study and deliberate on the subject matter,
and shall record the decision in the form of a proposal to the Grama Panchayat.
In required cases the Standing Committee shall consult Functional Committee
(Working Group) for getting suggestions.
f. The consultation of Working Group by Panchayat/Standing Committee shall be
made by sending concerned file to the convenor of the functional committee
(Working Group) by the Secretary. After convening the functional committee
meeting the file shall be returned by the convenor with suggestions/ proposals.
g. A comprehensive List of Working Groups is given below
Table 4.1: Working Groups/Functional Committees
Sl No. Functional Committee under which Standing Committee
1. General Administration Finance
2. Budgets and Accounts Finance
3. Agriculture Development
4. Public Works Development
5. Veterinary and Diary Development
6. Small Industries Development
7. Fisheries* Development
8. Health Health and Education
9. Education Health and Education
10. Sanitation and Drinking water Health and Education
11. Women and Child Welfare
12. SC* Welfare
13. ST* Welfare
14. Poverty Alleviation Welfare
15. Social Welfare Welfare
*Applicable only if such population is present in the GP.
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4.5 Meeting Management
a) The Grama Panchayat Meetings, Standing Committee meetings, Steering
Committee meeting, staff meeting and meeting of Implementing Officers shall
be held at Panchayat Office.
b) The Grama Panchayat meetings, Standing Committee meetings and Grama
Sabha meetings shall be convened strictly following the provisions and
prescribed procedures in the Act and concerned Rules.
c) The following general principles and procedures shall be followed in the conduct
of all other meetings:
i) The meetings shall be convened on the date and time fixed by the
Chairperson. The intimation of the meeting shall be sent after issuing
written notice/e-mail/SMS to the members at least three clear days
prior to the date fixed for the meeting.
ii) All such notices shall have a file number, date and shall be duly
authenticated by the Committee Chairperson/Meeting Organiser.
iii) As far as possible a brief note along with the agenda for discussion
shall be communicated.
iv) The notice shall be published in the notice board of the Panchayat
Office and website.
v) The meeting shall be convened at the meeting hall of the Panchayat
office/Institutions of Grama Panchayat/venues conveniently arranged.
vi) Normally, the meeting shall be conducted on working days during day
time between 9 am and 6 pm.
vii) In emergent situations the fixed time can be relaxed convenient to all
participants of the meeting and in such cases notice shall be issued
before a minimum of 24 hours fixed for the time of meeting.
viii) In cases of extreme emergencies like occurrence of natural calamities,
the meeting shall be convened after intimating all concerned by fastest
means.
ix) The Chairperson and Meeting Organizer shall ensure quorum of the
meeting before its commencement and it shall be one third of the
members of the committee.
x) Punctuality shall be strictly observed by all participants and the
Chairperson shall be a model, by reaching at the venue preferably 5
minutes earlier than the time fixed for the meeting.
xi) The Meeting Organizer shall ensure that all arrangements are made
for the smooth conduct of the meeting.
xii) The meeting shall be chaired by the Chairperson of the concerned
committee. He shall control the meeting and decide on all points that
arise at or in connection with the meeting.
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xiii) The Meeting Organizer shall make arrangements for recording the
decisions of the meeting.
xiv) He/She shall ensure that seating arrangements, public address system,
papers to be submitted to the meeting, refreshments supply
arrangements etc. are all well arranged in advance.
xv) Attendance of the participants shall be obtained by the Meeting
Organiser, in the minutes book of the meeting and it shall be marked
as closed when the meeting is started.
xvi) Late comers shall be allowed to sign, with continuous serial number
and under the caption Late Comers, on the last part of the minutes
recorded, after conclusion of the proceedings. After obtaining signatures
of late comers, an entry shall be made by the Meeting Organizer,
regarding the closing of late attendance then and there itself, noting
the time of such closing.
xvii) Name of meeting, Place of meeting, Date, Time, Name and Designation
of the person chairing the meeting etc. shall be noted before obtaining
attendance.
xviii) The attendance shall be obtained in the format given in Annexure 4.1
xix) The minutes of the meeting shall be recorded in the left side part of
the minutes book concurrently, while the meeting is in progress. It
will contain the summary of agenda notes, opinion expressed by
participants, dissenting opinions, advice if any given by officials at the
meeting and details of voting if any conducted for taking decision.
xx) The decisions of the meeting shall be recorded in consecutive serial
numbers on the right hand side pages of the minutes book, corresponding
to the left hand side page, where minutes are recorded.
xxi) As far as possible all participants shall be given chance to express
their opinion on subjects coming up for discussion. It is advisable to
take all decisions by consensus. When consensus is not possible on a
decision, the decision shall be taken on the opinion of the majority. In
every decision it will be recorded whether it was taken on consensus
or based on majority of opinion. Summary of the opinion expressed by
participants during discussion shall be recorded in the minutes.
xxii) Names of participants who dissented the decision taken by majority
opinion may be noted in the minutes.
xxiii) The participants shall keep decorum of the meeting by self discipline
sticking to the high ideals of democratic values.
xxiv) The Chairperson will have powers to take decision on any point of
order and to enforce it for the smooth conduct of the meeting.
xxv) On completion of the meeting the minutes and decisions shall be
closed and the same will be authenticated by the Chairperson at the
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end of last left hand and right hand page with his signature, name,
designation, and seal affixed with date and time of authentication.
xxvi) Before authentication the Meeting Organizer and the Chairperson shall
ensure scoring off any blank space at attendance part, minutes portion
or decision portion.
xxvii) Copy of the decisions shall be published in the notice board and website
of the Grama Panchayat.
xxviii) Extracts of the decisions shall be communicated to the concerned
officials for follow up action.
xxix) In every meeting, follow up action on the decisions of the previous
meeting shall be taken, as the first agenda item.
4.6 Standing Committee Meetings
Standing Committees shall function effectively as the forum for detailed
discussions and framing comprehensive proposals in subjects allotted, to help the
Grama Panchayat in effective decision making. For this:
i) Papers requiring decision of the Grama Panchayat shall be processed as far
as possible, initially at Standing Committees based on the subject list given
below as per section 162 of the Act.
4.6.1 The Standing Committee for Finance
Subjects of finance, tax, accounts, audit, budget, general administration, appeal
relating to tax, and subjects of allotted to other standing committees
4.6.2 The Standing Committee for Development
Subjects of development planning, socio economic planning, spatial planning,
agriculture, soil conservation, social forestry, animal husbandry, dairy development,
minor irrigation, fisheries, small scale industry, public works, housing, regulation
of building construction, electricity etc.
4.6.3 The Standing Committee for Welfare
Subjects of development of Scheduled Castes and Scheduled Tribe, development
of women and children, social welfare, social security, slum improvements, poverty
alleviation, public distribution system etc.
4.6.4 The Standing Committee for Health and Education
Public health, sanitation, environment, education, art, culture and entertainment
ii) In matters requiring decision of Grama Panchayat, as per directions of the
Secretary/President, the Section Clerk/official dealing with the concerned
current/file of subject matter, will prepare a detailed agenda note indicating
all salient facts of the case. It will be a self contained one, indicating the
history of the case, procedures and precedence of similar cases in the past,
with statutory position and points for decision. It will be submitted to the
Secretary through HC/JS or Assistant Secretary, with recordings in note file.
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iii) The HC/JS or Assistant Secretary, after scrutinising the note judiciously
shall record his/her opinion in the note.
iv) The Secretary shall record his opinion and advice in agenda note for taking
decision in accordance with the provisions of the Act & Rules.
v) The file shall then be transferred to the Meeting Organiser dealing with the
concerned Standing Committee where the matter is to be dealt with.
vi) The subject will be noted in the agenda register maintained for the Standing
Committee and the note shall be submitted to the Chairperson of the Standing
Committee. Special care will be taken when allotting files to Standing
Committees keeping in mind the subject list given in section 162A of Act as
mentioned above.
vii) The file will be then submitted to the Standing Committee Chairperson and
she/he will send meeting notice including such agendas as listed in the
agenda register.
viii) When ex-officio Secretaries/Heads of Institutions require any decision they
will submit the concerned file with agenda notes, opinion and advice and a
copy of draft resolution to be adopted to the President of the Grama Panchayat
through the Secretary.
ix) The subject shall be listed in the agenda register for the concerned Standing
Committee, on getting orders from the President.
x) At the time of the Standing Committee meeting, after detailed deliberations
decision will be taken and the same will be recorded in the minutes book.
xi) The recording of minutes shall be as mentioned in para 3.2, with the exception
that separate Attendance Register shall be maintained for Standing Committee
meetings.
xii) Abstract of the decision and decision number shall be recorded in the agenda
note by the Meeting Organiser and a copy of the decision shall be kept in
correspondence file and it shall be returned to concerned section through
the Secretary and HC/JS or Assistant Secretary.
xiii) The agenda note and a copy of the decision shall be attached with the
concerned correspondence file.
xiv) The implementing officers shall attend the Standing Committee meetings, if
so required by the chairperson of the Standing Committee.
4.7 Steering Committee Meetings
i) It is a good practice to convene Steering Committee meetings at least once in
every month by the President after issuing formal notice to the Standing
Committee Chairpersons.
ii) The Steering Committee shall review the decisions/recommendations of the
Standing Committees and contradictions if any between the decisions of
Standing Committees will be discussed.
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iii) Steering Committee meetings can be used as an effective forum for ensuring
follow up action on Grama Panchayat resolutions.
iv) Attendance and proceedings of the Steering Committee shall be recorded in a
separate minutes book.
4.8 Grama Panchayat Meetings
i) An agenda register shall be maintained by the Secretary for the Grama
Panchayat meetings as given in Annexure 4.2
ii) The Meeting Organiser for Grama Panchayat meetings shall deal with matters
connected with the conduct of Grama Panchayat Meetings like preparation of
agenda register, preparation of draft meeting notice, preparation of Agenda
Notes, recording decisions in the meeting, preparation of draft minutes, and
proper handling of files presented to the committee under the supervision of
the Secretary.
iii) On completion of the Standing Committee meetings, the Meeting Organizers
of the Standing Committees shall hand over the minutes book with minutes
duly recorded and signed by the Chairperson along with files to the Meeting
Organiser for Grama Panchayat. He/She shall
a. Make entries in the agenda register regarding the Standing Committee
resolutions/ recommendations to be placed before the Grama Panchayat.
b. He/She shall also make agenda notes for the Grama Panchayat meeting
in the below given format and it shall be got approved by the Secretary in
consultation with President.
c. The agenda note shall be circulated to the Panchayat members preferably
along with the meeting notice.
d. The agenda note shall be indexed in the format of section code/current
No/year/Standing Committee code/Standing Committee decision number/
Standing Committee date. For example A decision of Finance Standing
Committee ,taken on 15.5.2016 with No 16 on file No. 2546/2016 dealt by
A4 section can be indexed A4 2546/2014/FSC/16 dt 15.5.2014.
e. If the subject comes to the Grama Panchayat directly without deliberations
in the Standing Committee then the indexing can be done avoiding the
last part related to the Standing Committee.
f. Standing committee decisions shall be placed before the Grama Panchayat,
along with the concerned file containing note of advice of Secretary to
the Standing Committee and notings shall be made in the file about the
decision of Grama Panchayat with Decision No and date.
g. The agenda note for Grama Grama Panchayat meeting may be prepared
in the format given below.
(34)

Format
Agenda note for Grama Panchayat meeting
Name of Grama Panchayat :
Date of Meeting :
Agenda No. :
subject :
File No. :
Name of Standing Committee which considered the subject
Standing committee decision No. and Date
Remarks of Secretary
Whether approved by Panchayat without modification/Approved with modification/
rejected/deferred (tick appropriate one)
Panchayat Decision No date
Mode of decision-Unanimous/By Majority
Brief note of decision
Signature of President Signature of Secretary
h) Notes shall be arranged in the order of agenda items included in the meeting
notice. Connected files and Standing Committee minutes books shall be
submitted to the Grama Panchayat meeting.
i) After deliberations recordings shall be made by the Secretary regarding the
decision below the agenda note in double space and the same will be got
signed by the President. Such decisions and resolutions recorded in the
Decision Register shall be complete, self-explanatory and free from doubts or
interpretations.
j) It shall be handed over to the official entrusted with the duty of recording
decisions and he/she will record the same in the decision register in
consecutive serial number starting from 1 for every meeting and the decision
register will be authenticated by the President by putting his signature with
date on completion of the meeting.
k) The Secretary shall within three days after the meeting prepare the draft
minutes of the meeting and shall be submitted for approval of the chairperson.
The Chairperson shall approve the minutes within 24 hours, with any material
changes required. The Chairperson shall not make any changes in the recorded
advice/opinion, given at the meeting by the Secretary. The decisions of the
Grama Panchayat meeting and minutes of the meeting shall be published in
the website.
(35)

l) The preparations for Standing Committee meetings and Grama Panchayat
Meetings shall be a routine process involving listing of agenda, preparation of
agenda notes etc day by day on receipt of relevant currents in sections,without
waiting for announcement of dates for the meetings.
m) Subjects shall be listed in consecutive serial numbers as Standing Committee
resolutions, subjects suggested by the President/Secretary in notes for
presentation before the committee, questions to be answered by the President/
Standing Committee Chairpersons and resolutions of members duly submitted
and consented for inclusion by the President etc, in the agenda register.)
n) The details for answering Interpellations shall be collected from concerned
sections by giving UO notes authenticated by the Asst Secretary/Supervisory
Officer for reply in the meeting and the same will be submitted to the person
liable for answering through the Secretary.
o) All files earlier came up for decision in the Standing Committees will be
presented before the Grama Panchayat by the Meeting Organiser of Panchayat
meeting through the Secretary. On all such files abstract of the decision with
decision number shall be recorded and the same will be got initialled by the
Secretary. Extract of the decision shall be added to the file authenticated by
the Secretary and it shall be returned to the custodian official/Section Clerk
for follow up action.
p) The file submitted for decision will be returned to the Ex Officio Secretary/
Implementing Officers/Heads of Allied Institutions with authenticated copy of
the decision of the Grama Panchayat.
q) The ex-officio Secretaries/Implementing Officers/Heads of Allied Institutions
will be required to be present in concerned Standing Committee/Grama
Panchayat meeting if so demanded by the Chairperson.
r) The attendance of Officials attending any Standing Committee shall be obtained
in a separate register specially kept for this purpose in office and the names of
officials attended shall be included in the minutes of the meeting.
Box 4.4: Fundamental Parliamentary Principles
a. All Members have the right to information to help making decisions, unless otherwise
prevented by law;
b. Members have a right to the conduct of an effective meeting;
c. All Members have the right to be treated with respect and courtesy; and
d. All Members have equal rights, privileges, and obligations.
4.9. Monthly Staff Meeting
The Secretary shall convene the monthly conference of the staff before 10th
working day of the month fixed for the purpose under the Chairmanship of the
President and all staff shall attend it without fail. All Standing Committee
Chairpersons may also attend the meeting. Following Reports shall be presented by
the designated officers in the meeting.
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1. Action Taken Report on Grama Panchayat Resolutions-Panchayat Meeting
Organiser
2. Action taken Report on Decisions of Last Staff meeting-Staff Secretary
3. Action Taken Report on Last Performance Audit-Head Clerk/Junior
Superintendent
4. Collection of Taxes and Fees-Achievement of Targets-Assistant Secretary
5. Service Delivery Status and functioning of Front Office-Head Clerk/Junior
Superintendent
6 Performance Evaluation Report of staff with regard to their efficiency in office
work, proper discharge of duties and responsibilities as per office orders,
behavior to superior officers, elected representatives and to the public as
given in the format as per Annexure 4.3 -HC/JS
7. Pending Reports to higher Offices-HC/JS
8. Departmental Directions and its follow up action-HC/JS
9. Review on any Mission Activity/action which is relevant to the times -Concerned
Section in charge
10. Action on Pending Audit Reports-Section in Charge
11. Complaints received from the public and its redressal-Convenor- Complaint
redressal Forum
12. Report of Quality Circle-Quality Circle Convenor
13. e-governance Activities-Nodal Officer for Computerisation
14. Assessment on equitable distribution of workload in Sections
15. Any matters which is relevant to the functioning of the office
The meeting shall review the reports and decisions shall be taken on any matters
with a vision of improving the quality of functioning of Office.
Time limits shall be fixed for presentation of each of the above report and for
discussions to ensure time management.
All such reports presented shall be filed and the same will be checked by the
Performance Audit Team. There shall be a Staff Secretary, elected from among the
staff, who shall make arrangements for organizing the meeting under the guidance
of HC/JS . The Minutes of this meeting shall be recorded in a separate register by
the Staff Secretary.
4.10. Meeting of Heads of Allied Institutions
A Meeting of all Heads of Allied Institutions of the Grama Panchayat, shall be
convened by the Secretary before tenth working day of every month. The President
shall chair the meeting. The Standing Committee Chairpersons shall attend the
meeting.
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i. The meeting shall discuss the following matters
1. Annual Plan Implementation
2. Status of Enquiry Reports such as Social Security Pension, D&O Licence,
Building Permits etc.
3. General Aspects of functioning of Institutions
4. Departmental Schemes being implemented by the Institutions and their
convergence with Grama Panchayat Schemes
5. Utilisation Certificates
6. Advance Tour Programmes and Tour Diaries
7. Complaints, if any, received regarding the institutions
Minutes of the meeting shall be recorded by the Meeting Organiser with action
points and it shall be communicated to all participants within 2 days.
(38)

5.1 Grama Sabha
The Grama Sabha is the grass root level democratic institution in Grama
Panchayat. A vibrant Grama Sabha is essential for the effective functioning of the
Grama Panchayat. It is mandatory to conduct four Grama Sabhas in a financial
year as per the time schedule and agenda given in Annexure 5.1. This shall be
included in the Grama Panchayat meeting calendar.
5.2 Grama Sabha Convenor
The elected member of the ward is the Grama Sabha Convenor. It is his
responsibility to convene Grama Sabhas at regular intervals.
5.3 Grama Sabha Coordinator
i. For each Grama Sabha , there shall be a Grama Sabha Coordinator nominated
by the Grama Panchayat.
ii. The Grama Sabha Coordinator shall assist the Convenor in conducting the
Grama Sabha and shall record its decisions in the minutes book.
iii. The Grama Sabha Co-ordinator shall ensure the quorum before starting the
Grama Sabha .
5.4 Grama Sabha Section
The Panchayat Office shall have a Grama Sabha Section consisting of
i. Grama Sabha Organiser, and
ii. Grama Sabha Clerk
5
Grama Sabha
Chapter
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The Assistant Secretary/a senior official of the Panchayat office/Allied
Institutions shall be assigned the duties of Grama Sabha Organiser.
There shall be a general file to deal with the procedures for conduct of Grama
Sabha in every quarter/special Grama Sabhas.
5.5 Grama Sabha Organiser
The Grama Sabha Organiser shall be provided with suitable arrangements for
the up keeping and maintenance of all the records pertaining to the Grama Sabhas
of the Grama Panchayat including
(i) The voters list of each ward.
(ii) Grama Sabha minutes of each wards.
(iii) List of Grama Sabha Convenors/ward members and Co-ordinators of each
Grama Sabha .
(iv) List of Committees and its members/office bearers pertaining to each Grama
Sabha including
• Grama Kendra
• Anganwadi Welfare Committee
• Ayal Sabha
• Ayal Sabha executive committee
• Ward sanitation committee
• ADS
• Padasekhara Samithi
• Ayalkoottam, etc.
(v) The address list of all the Offices and Contact Mobile/Telephone Numbers of
Heads of Offices.
(vi) All other relevant records like Reports presented in Grama Sabha , Grama
Sabha Resolutions, Action Taken Reports, etc.
(vii) Development Reports, Plan Documents, Updated Citizens Charter, Beneficiary
List, annual financial and other reports to be submitted to Grama Sabha .
5.6 Preparations for Grama Sabha -Main Office Process
(i) Whenever,
1) Grama Sabhas are due after conduct of last Grama Sabha or
2) Directions for special Grama Sabhas are received or
3) The Convenor (Grama Panchayat Member representing the constituency)
in consultation with the President of the Grama Panchayat decides to
convene the Grama Sabha meetings and the President/Convenor
intimates such a decision in writing to the Secretary or
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4) When not less than ten percentages of total Grama Sabha members of a
ward make a representation in writing requesting to conduct the meeting
of their ward, and the same is communicated to the Secretary either by
the Grama Sabha members or by the Convenor. The general file relating
to the conduct of Grama Sabha shall be submitted by the Section Clerk
dealing with Grama Sabhas through the Grama Sabha Organiser to the
Secretary for decisions of the Grama Panchayat.
(ii) The file will be sent to the President and the subject shall be placed in the
next Grama Panchayat meeting as an agenda item.
(iii) In emergent situations Grama Sabhas can be convened by the Convenor in
consultation with the President and the matter shall be reported to the
Secretary in advance for making arrangements and the same shall be placed
in the next Grama Panchayat meeting.
(iv) In case i (4) above, the ward member is bound to convene Grama Sabha within
fifteen days.
i. The Grama Sabha Organiser and Section Clerk dealing with the subject
of Grama Sabha shall keep a careful watch in bringing the due date of
Grama Sabha one month in advance to the Grama Panchayat.
ii. Notes shall be issued by the Grama Sabha Organiser to concerned
sections/officials for preparation of documents to be presented before
the Grama Sabha .
iii. These details shall be of two groups.
1) statements of general nature with data pertaining to the Grama
Panchayat as a whole
2) data related to the concerned ward.
iv. Arrangements shall be made by Secretary for its consolidation to a
presentable documentary form to the Grama Sabha .
v. It shall be verified by the Steering Committee and Convenor of the Grama
Sabha and shall be approved by the Grama Panchayat .
vi. The document will be printed in sufficient number and shall be distributed
to the participants of Grama Sabha .
vii. It shall be ensured that all documents presented before the Grama Sabha
are accurate and presenting the facts in a simple language conceivable
to the Grama Sabha members.
When the file is submitted to the Grama Panchayat, the Grama Sabha
Organiser shall ensure inclusion of drafts of the following in the file
(a) notice specifying date, time and venue for each Grama Sabha .
(b) Items to be included in the agenda for each Grama Sabha .
(c) Local Self Government Orders (LSGOs) assigning necessary duties
(41)

and responsibilities to staff in office for smooth conduct of Grama
Sabha meetings, with suitable time schedules.
d) working instructions to the co ordinators regarding the proceedings
of the Grama Sabha
(e) proposals for Financial and Administrative sanctions if any required
to meet expenditure from Grama Panchayat fund for items like
procurement of stationaries, public address system, publicity
arrangements, refreshments and hall arrangements for the conduct
of Grama Sabha
(f) letters to concerned authorities requesting allotment of school and
other halls etc for the conduct of Grama Sabha .
(v) While preparing file, the following points shall be considered invariably
by the Section Clerk under the supervision of the Grama Sabha Organiser
a) Special orders/directions, if any, from Government in this regard.
b) Decisions of the Grama Panchayat already taken regarding the
conduct of Grama Sabhas.
c) Recommendations, if any, of the Standing Committees
d) Public requests/demands, if any, duly recommended by the
President
e) Audit Reports, if any, received and considered by the Grama
Panchayat after the last Grama Sabha meeting.
f) Any officers of the Grama Panchayat required to be present in Grama
Sabha as may be specifically directed by the President.
g) Action taken report on the previous Grama Sabha decisions/minutes.
h) Decisions, if any taken by the Panchayat relating to the Grama
Sabha area and the reasons thereto and data regarding D&O
Licenses and Permits issued in the area, Details of the beneficiaries
of various Social Welfare Schemes/Projects included after the
previous Grama Sabha meeting, DCB statement of taxes pertaining
to the ward details/reports of Public Utility Services like Street
Lights, Public Taps, Drinking Water schemes etc. provided in Grama
Sabha area.
i) Draft priority list of beneficiaries and the details of eligibility and
priority criteria norms adopted for preparing the list.
Specific agendas or documents to be presented in a particular Grama
Sabha shall be prepared well in advance.
There shall be a separate list of items specifying the reports,
recommendations, decisions, opinions and suggestions if any required to
be received from the proposed Grama Sabha 's meetings, for giving specific
directions to the co-ordinators.
(42)

The said preparations for the Grama Sabha shall be monitored duly by
the President,Vice President and Secretary of the Grama Panchayat.
(vi) The Secretary shall issue necessary orders in the form of LSGO to the
concerned Officers including Grama Sabha Organisers and Grama Sabha
Co-ordinators specifying their duties, responsibilities and time schedule
for the Grama Sabhas.
(vii) The Grama Sabha Organiser shall coordinate the Grama Panchayat level
activities, under the supervision and guidance of Secretary, and with
the support of concerned ward members and Grama Sabha co-ordinators
of concerned wards.
5.7 Approval of Documents for Grama Sabha
a) Specific Agenda of the Grama Sabha shall be decided by the Panchayat well
in advance
b) There shall be a list – directing the Grama Sabha Coordinators, specifying the
reports, recommendations, decisions, opinions, and suggestions to be received/
collected from the proposed Grama Sabha .
c) Formats, directions, if any, desirable to be used for the purpose as given in (b)
above shall also be prepared and given to the Coordinators well in advance.
d) The documents proposed to be presented in the Grama Sabha shall be verified
by the Steering Committee and Convenors of the Grama Sabha. Then it shall
be presented before the Grama Panchayat for approval, along with the draft
proposals.
e) The approved documents shall be printed in sufficient number and shall be
distributed to the Grama Sabha Members.
5.8 Preparations for Grama Sabha -Publicity measures
All possible efforts shall be taken for giving wide publicity to the Grama Sabhas.
It shall include
a) Mike Announcement
b) Invitation letter addressed to Grama Sabha members
c) Public notice
d) Posters and banners
e) Press release and coverage in local television channels
5.9 Grama Sabha Co-ordinators' Consultative Session
i. Before each Grama Sabha, a consultative session of the Grama Sabha
convenors, and Coordinators shall be convened by the President.
ii. In it, there will be a training session, for the Grama Sabha co-ordinators to
equip them with the Grama Sabha proceedings, Agenda items, Reports for
presentation, Recording Minutes etc. Their doubts, if any, in the matter will
(43)

be cleared. In such meeting the documents for the Grama Sabha shall be
handed over. A checklist will be prepared to ensure faultless procedures.
iii. Handing over and taking over of the Grama Sabha records shall be recorded
in a Register (Annexure 5.2) specially maintained for this purpose by the
Grama Sabha Organiser.
iv. The documents prepared for the Grama Sabha shall be handed over to the
Coordinators in the consultative session.
v. While taking over the concerned Grama Sabha documents, each Coordinator
shall personally verify them and shortcomings if any shall be brought to the
notice of Grama Sabha Organiser for rectification. It will be done based on the
check list and the approved agenda of the proposed Grama Sabha .
vi. When any material discrepancy is brought to notice by the Grama Sabha co-
ordinator on any documents to be presented before the Grama Sabha, the
Grama Sabha Organiser shall bring the matter to the notice of the President,
Secretary and concerned ward member and defects will be rectified.
vii. It shall be ensured that all documents presented before the Grama Sabha
are accurate and presenting the facts in a simple language conceivable to the
Grama Sabha members.
5.10 Conducting Grama Sabha
i. The Secretary, as per the order mentioned in 5.6 (vi), shall specify reports to
be presented and suggestions expected from Grama Sabha.
ii. The Grama Sabha Co-ordinator shall ensure Quorum of Grama Sabha, which
is 10% of the total number of voters (Grama Sabha Members) in the ward,
before starting the proceedings.
iii. If there is no sufficient quorum, the Grama Sabha will be adjourned by the
Convenor.
iv. When an adjourned Grama Sabha is convened, again the quorum will be the
participation of minimum 50 members of the Grama Sabha.
v. The Grama Sabha shall be chaired by the President/Vice President and in
their absence, by the Ward member.
vi. The Conveners with the help of the Coordinators of Grama Sabha shall ensure
that all the decisions, suggestions, notes on deliberations, etc. of the Grama
Sabha as directed in the order mentioned in 5.6 (vi), are duly prepared and
collected from the Grama Sabha venue itself and preferably before the
adjournment of Grama Sabha.
vii. All the decisions of the Grama Sabha and the documents prepared as (ii)
above shall be suitably consolidated and grouped and labelled by the Co-
ordinator according to the subject-wise distribution of Working Committees/
Standing Committees.
(44)

OFFICE MANAGEMENT MANAUAL LSGD KERALA - James adhikaram REALUTIONZ - Your Property Problem Solvers 9447464502

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